FEMA Public Assistance Program Applicants Briefing FEMA-4062-DR-HI March 3-11, 2012

1. FEMA Public Assistance ProgramApplicants BriefingFEMA-4062-DR-HIMarch 3-11, 2012

2. Timeline • March 3-11: Severe weather impacts State State/Counties begin PDA • March 19: SCD Requests JPDA with FEMA • March 27-29: FEMA/State/County Conduct JPDA • April 9: Gov. Requests Pres. Declaration • April 18:Pres. Issues Major Disaster Declaration

3. Joint Preliminary Damage Assessment

4. FEMA-4062-DR-HI Incident Period: March 3-11, 2012 Declaration Date and Authorized Assistance: April 18, 2012 Public Assistance ~ County of Kauai Hazard Mitigation ~ Statewide Governing Authorities: Stafford Disaster Relief & Emergency Assistance Act 44 CFR Part 206 , Subparts C and G-L

5. FEMA-4062-DR-HI STATE FEDERAL Governor’s Authorized Representative (GAR) Doug Mayne Alternate GAR Vern Miyagi Federal Coordinating Officer Mark Armstrong State Coordinating Officer Doug Mayne Deputy FCO Kim Martini Alternate SCO Vern Miyagi

6. FEMA Public Assistance Program Supplemental financial assistance to state, local governments and eligible private non-profit organizations for response and recovery activities required as a result of a disaster. A S T M A E T F E L L O A C

7. Public Assistance Process Disaster Event Validation of Completed Work Funding Response JPDA & Project Recovery Worksheets Declaration Kickoff Meeting Applicants' Briefing Submission of RPA

8. Applicant Factors of Eligibility ELIGIBILITY

9. Eligible Applicants County Certain Private Non-Profit Organizations (PNP) State

10. Certified Private Non-Profit Entities Must submit a tax exempt certificate and organization charter or bylaws. Must be open to the general public. Ruling letter from IRS, under Section 501 (c), (d), or (e)

11. Private Non-Profits (PNPs) Eligible PNP facilities provide: • Educational Services • Medical Services • Custodial Care • Utility Services • Emergency Services • Certain Irrigation Facilities • Other Essential Government Services

12. Facility Factors of Eligibility Applicant ELIGIBILITY

13. Definition of Facility • Any publicly or PNP-owned building, works, system, or equipment (built or manufactured); or • Certain improved and maintained natural features.

14. Facility Eligibility Requirements • Damaged as a result of a declared event • Located within an area declared by the • President • Legal responsibility of an eligible Applicant • In active use at the time of the disaster • Not under the authority of another federal agency

15. Work Factors of Eligibility Facility Applicant ELIGIBILITY

16. Types of Eligible Work Emergency Work (Categories A-B) Debris Removal Emergency Protective Measures Permanent Work(Categories C-G) Roads & Bridges Water Control Facilities Public Buildings/Equipment Utilities Other (Parks, Recreation)

17. Emergency Work: Emergency Protective Measures Measures taken before, during, and following a disaster to eliminate or reduce an immediate: • Threat to life, public health or safety; or • Hazard that threatens significant damage to improved public or private property

18. Permanent Work ~Repair, restore or replace damaged facilities in accordance with regulations ~Restore to pre-disaster design, capacity and function in accordance with applicable codes and standards ~May include cost effective hazard mitigation measures ~The work must be required as a result of the disaster

19. Cost Factors of Eligibility Facility Applicant ELIGIBILITY Work

20. Reasonable and necessary cost to accomplish eligible work Complies with federal, state, and local laws and regulations Insurance proceeds, salvage value, and purchase discounts must be deducted General Cost Eligibility

21. Eligible Direct Costs • Salaries, wages and fringe benefits (for emergency work, only overtime, including fringe benefits, is eligible) • Materials • Applicant-owned equipment • Contract costs incurred for eligible work, including engineering/design services

22. Procurement Guidelines Four methods of procurement: • Small Purchase Procedures • Sealed Bids • Competitive Proposals • Noncompetitive Proposals

23. Special Considerations Hazard Mitigation Environmental Requirements Historic Preservation & Cultural Resources Special Flood Hazard Areas Insurance Requirements

24. Hazard Mitigation Cost effective measures that reduce the potential for damages to a facility from a future event

25. 404 Section 406 Section Hazard Mitigation for eligible Public Assistance Program damages for damages within the community in general

26. Environmental Requirements Ensure that all practical means are used to protect, restore, and enhance the environment

27. Historic Preservation Property eligible for listing on the National Register of Historic Places requires special consideration under the National Historic Preservation Act

28. Flood Hazard Area Any project within or affecting the floodplain must be reviewed to ensure that it meets the requirements of the Executive Orders on Floodplain Management and the Protection of Wetlands.

29. Insurance Requirements • Actual or anticipated insurance proceeds will be deducted from the eligible project costs for facilities that are insured. • All applicants are required to obtain and maintain insurance coverage on all insurable facilities, as a condition of Public Assistance funding. • Additional specific requirements will be applied to all flood damaged facilities located within the Special Flood Hazard Area.

30. Project Worksheet (PW) The Project Worksheet (PW) is the primary form used to document the location, damage description and dimensions, scope of work, and cost estimate for each project. Appeals must be made within 60 days of notification

31. Small Project or Large Project $66,400

32. Five applicant responsibilities that ensure funding is obtained in the shortest amount of time... 5 32

33. A timely submission of the Request for Public Assistance on which a knowledgeable representative is identified. 1 33

34. Required Project Documentation 2 Project Worksheet Hazard Mitigation Proposal List of Damages 34

35. Have available copies of current codes and standards that apply to the repair of the disaster damage. CODES CODES STANDARDS County Building Codes Adopted 1994 3 35

36. Provide copies of insurance policies and other insurance documentation of loss computation and settlement. Policy 4 36

37. Maintain complete and accurate documentation, by project, of all disaster-related costs. Records 5 37

38. Public Assistance Summary • The Public Assistance Program assists in the restoration of community infrastructure. • It is a supplemental cost reimbursement program with specific eligibility requirements. • The FEMA share of eligible costs will be awarded to the State for disbursement to the Applicant.

39. Public Assistance Time Lines Request for Public Assistance to SCD – May 18, 2012 Kickoff Meetings –Starting April 2012 (Deadline for List of damages is 60 days after Kickoff Meeting Complete Debris Removal / Emergency Work October 18, 2012 Complete Permanent Work October 18, 2013 39

40. Additional Information Public Assistance Applicant Handbook, FEMA 323, March 2010 State Civil Defense website (www.scd.hawaii.gov) FEMA website (www.fema.gov)

41. Contacts • Suzanne Toguchi, PA Officer Phone: 808-733-4300 ext 813 Email: stoguchi@scd.hawaii.gov • Lorinda Wong-Lau, Deputy PA Officer Phone: 808-733-4300 ext 821 Email: lwonglau@scd.hawaii.gov • Eddie Chung-Hoon, PA Coordinator Phone: 808-733-4300 ext 810 Email: echunghoon@scd.hawaii.gov • Merton Pang, PA Project Specialist (Fiscal) Phone: 808-733-4300 ext 814 Email: mpang@scd.hawaii.gov • Dell Lavina-Lopez, Clerk Phone: 808-733-4300 ext 815 Email: dlavina@scd.hawaii.gov

42. FEMA Public Assistance ProgramApplicants’ BriefingFEMA-4062-DR-HIMarch 3-11, 2012